1 STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting PO / AP February/March 2004

2 Updates –Replenishments to Petty Cash –Budget Check glitch –UNSPSC searching –Catalog Management –Extra help –Using Messages on Vouchers –Withholding Vendors BREAK –Return to Vendor –Popular Match Exceptions –Adjustment, Journal & Reversal Vouchers –Paying Transfer Invoices –New Reports & Queries Agenda

3 Updates Replenishments to Petty Cash Budget Check glitch UNSPSC searching Catalog Management Extra help Using Messages on Vouchers Withholding Vendors

4 Payroll Cost Recoveries

5

6 P P

7 Payroll Cost Recoveries

9 Replenishments to Petty Cash

10 Replenishments to Petty Cash

11 UNSPSC Searching

12 UNSPSC Searching

13 UNSPSC Searching

14 UNSPSC Searching

15 UNSPSC Searching

16 UNSPSC Searching

17 UNSPSC Searching

18 UNSPSC Searching

19 Using Messages on Vouchers

20 Using Messages on Vouchers

21 Review Withholding on Vouchers Voucher Invoice Information page

Review Withholding on Vouchers Voucher Withholding link

Review Withholding on Vouchers Fed. Form 1099 Misc

Review Withholding on Vouchers Voucher Withholding link

Review Withholding on Vouchers Vendor File Identifying Information page

26 Review Withholding on Vouchers Vendor File 1099 page

27

28 Return to Vendor – Basic Steps Determine the Source PO or Receipt to associate with RTV Create RTV using RTV and related pages Ship goods to vendor, close RTV transaction (use RTV Reconciliation Process) Run Voucher Build to stage Adjustment Voucher (credit memo) AP staff completes Adjustment Voucher processing (Approval, BCM)

29 Rejecting Items Conditions for RejectingRequired Actions At time of delivery1.Reject for credit (notify Purchasing staff to reduce PO Qty to actual Qty rec’d) 2. Reject for Replacement (receipt stays open for receipt of replacement items) *Note: This is NOT RTV

30 Rejecting Items (not RTV)

31 Rejecting Items (not RTV)

32 Conditions for ReturningRequired Actions After receipt has been made During the inspection process May occur for a closed PO 1. Return for credit return items to vendor. Do not request replacement (you can elect to have system “build” the adjustment voucher 2. Return for Replacement (used when the same item is being replaced for the damaged item) Returning Items *Note: This IS RTV

33 Returning Items (RTV)

34 Returning Items (RTV)

35 Returning Items (RTV)

36 Returning Items (RTV)

37 Popular Match Exceptions

38 Popular Match Exceptions

39 Popular Match Exceptions

40 Popular Match Exceptions

41 Popular Match Exceptions PO Inquiry

42 Popular Match Exceptions Activity Summary

43 Adjustment Vouchers Used for Credit Memos Reduces next payment to Vendor References original Voucher

44 Adjustment Vouchers

45 Reversal Vouchers Always for negative $ amount Reverses one voucher Distribution must be same as original voucher Used when you cannot delete a voucher Put original voucher on “hold” until Reversal is ready for Pay Cycle selection

46 Reversal Vouchers

47 Reversal Vouchers

48 Reversal Vouchers

49 Journal Vouchers Nets to $0 Corrects distribution after the fact References original voucher

50 Journal Vouchers

51 Paying Transfer Invoices Becomes Item ID # Your BU here (EX: DOCS1)

52 Paying Transfer Invoices Transfer Invoice# DOCS1

53 Paying Transfer Invoices DOC DOC

54 Paying Transfer Invoices

55 New Reports & Queries

56

57 Thank You for your participation today. We hope this information proved helpful… Look for this presentation and meeting Q & A’s on the Core-CT Website ( ct.state.ct.us/) Overflow Meeting – March 1, E. River Drive, Room 1002 A&B AP/PO/AR Overflow GL/Reporting Meeting – April 26, E. River Drive, Room 1002 A&B - GL/ Reporting Closing *Note: No User Group Meetings are scheduled for March 22 or 29. (The Business Support Team is testing Service Pack 1 at that time.)